AGENDA for CSIRP Board of Director's Meeting Thursday, 03 April 2003 7 p.m. EST - last update 03Apr03 18:00 - Chair: John K. Muir 01. Approval of Agenda & Chairs Opening Remarks On-going items and rationale for this meeting 02. Approval of Previous Minutes (29 January 2003) 03. Business Arising - from previous minutes not covered in other reports Signing Officers [Dominique Soutif and John Muir now have signing authority at the Bank] Long distance reimbursements 04. CSIRP List of Important Dates 31Mar03 CSIRP Yearend 11Apr03 Community Radio Conference set for London Ontario 01May03 Deadline for Application to CC re: FMOK 2004 07May03 Deadline for OTF: Creative Radio Imitative Progress Report. 24May03 "Transmissions sans Frontičres" (TSF) - Toronto 16Jul03 Nominating Committee Report mailed to Membership 17Aug03 CSIRP AGM Reports of the Officers & Committee Chairs (share information) 04. Conflict of Interest Policy Committee Deferred at last meeting 05. Communications a. Communications Committee Information re: six CSIRP members interested in attending the IFC in Toronto in May, 2003. - Janna Graham b. Whither Wavelength? i. Report of the editorial finding committee with a proposal to the Board outlining the number of issues to be published this year, advertising possibilities, and total costs, including a potential honorarium for an Editor. - Janna Graham, Doug Samuel and Hal Doran ii. Passed advertisers & payments (Doug Samuels) c. Publicity and Brochures - membership, projects, etc. d. Radiosite i. Radiosite.ca passwords: Who has control ii. Full Moon Content (Janna Graham) iii. Secure Server Situation iv. Plan for Member bios and contact info - Doug Samuel v. Web info on the roles of Board members - Heather Majaury 06. Awards & Nominating Committee - Dominique Soutif & Heather Majaury 07. Membership - JK Muir no report 08. Advocacy, Education and Lobbying Committee - Heather Majaury deferred at last meeting 09. Project Manager's Report & Budget FMOK 2003 - Janna Graham (see attached) - contract to be negotiated asap. 10. Project Manager's Reports, correspondence and some responses (see attached) a. "Response Needed" cover letter & attachments 26Mar03 i. Report to the CSIRP Board From: Victoria Fenner, dated 23 Mar 03 Project Director, Creative Radio Initiative Project Director, Radiant Dissonance Volume Two Project Director, Full Moon Audio Art Camp 2002 And Barry Rueger ii. Proposed Letter of Agreement re: Third Year Trillium Project From: Victoria Fenner b. Response to "Response Needed" 26Mar03 From John K Muir c. Response to above item 27Mar03 06:10 From Victoria Fenner d. "Electronic Words" 27Mar03 09:20 From Barry Rueger e. "Resignation" 27Mar03 09:21 From Victoria Fenner f. Response to "Electronic Words" 27 Mar 03 12:47 From John K Muir g. For reference http://www.trentu.ca/trentradio/csirp/gdocs/grants/otf_creative_radio/consultant_victoria_fenner_-_trillium_-_april_2002_-_september2002.doc http://www.trentu.ca/trentradio/csirp/gdocs/grants/otf_creative_radio/consultant_victoria_fenner_-_trillium_-_october_2002_-_june_2003.doc h. Request Report for next CSIRP BoD Meeting dated 02Mar03 (see attached) 11. Matters Arising from Item 12. a. Balance of OTF Creative Radio Initiative Year 2 activity i. Proposed Contract with NIASA re: "Transmission San Frontičres" (see attached) ii. Community Radio Advisory Board Conference 11Apr03 London Ontario iii. OTF: Creative Radio Imitative Progress Report. (Year 1 report dated 07May02) b. OTF Creative Radio Initiative Year 2 activity 12. Treasurer's Report - Doug Samuel (see attached) 13. Correspondence Received a. Correspondence from Steve Wadhams (see attached) 02 Apr 2003 b. Correspondence from Barry Rueger "Final Invoices" 31 Mar 2003 (see attached) c. Correspondence from Barry Rueger "Letter to the Board of CSIRP" 03 Apr 03 (see attached) d. Reply from CSIRP President to Barry Rueger re Item 13c 14. President's Report 15. Any Other Business 16. Setting the next BoD meeting proposed for ?? at 7 p.m. EDT 99. Adjournment [end] *** MEETING PACKAGE & REPORTS FOR CSIRP BOARD MEETING - 03 April 2003 for CSIRP BoD Meeting 03Apr03 ITEM 09. Project Manager's Report & Budget FMOK 2003 - Janna Graham Full Moon Project Manager's Progress Report Submitted to CSIRP BoD by Janna Graham March 23, 2003 LOCATION This year's instalment of our beloved Full Moon audio camp will take place August 10 - 16, 2003 at Au Grand Bois, near Ladysmith, Quebec. Last year's camp was also held at AGB. Generally, AGB seemed to be a positive experience for Full Moon 2002 participants. It offers a retreat type setting, as well as modern facilities. Some concern had been raised, however, about overly gaseous vegetarian food and the lack of proper smoking facilities. Another concern brought forth related to AGB's isolated location, leaving little opportunity for interaction with the local community. I have a verbal agreement with Arleen and Lenny Proust, AGB owners, that we will again hold the camp at AGB. They have increased the price, which is based on 3 meals a day for 25 people, to 378.00 / person. This is an increase of $7.60 (per person / per day), but includes the hiring of a dishwasher - not accounted for in last year's original budget. The total cost of facilities and accommodation at AGB is $9450.00. Other considerations which I will need to negotiate with the Prousts, which may affect quoted price ($9450) estimation: - At least two people (myself and a technician) will need to arrive and stay at AGB a day (possibly two days) prior to arrival of participants to set up equipment. - I would like to offer participants at least one evening of dining in nearby Wakefield, PQ to have a break from the veggies. This evening in Wakefield could also include a performance aspect for / with people from the local community. ARTISTS Chris Brookes will fulfil his second year as artist-in-residence. Rita McKeough, of Halifax, is our new artist-in-residence. I believe Rita's sound performance and audio installation work alongside Chris' radio feature and narrative work will be an interesting direction for this year's Full Moon. Both artists have signed a contract with myself, on behalf of CSIRP. SESSIONAL INSTRUCTORS No contracts have been drafted for sessionals. Victoria Fenner has been asked, and she is interested. I haven't approached anyone else at this point. TECHNICAL As of yet, no contracts have been drafted for technicians. It would be interesting to pair a young technician with a senior technician (i.e. someone who has been gear guy before). If the camp were to be in NB next summer, it would be neat to bring a NB technician up to learn the ropes this year. PUBLICITY Barry Rueger has updated the website - our main promotional tool. He has added Rita's bio and created a snazzy registration form. Registrations have trickled in already, due to Barry's media listserv blitz. The remaining publicity will take on the form of a four page Wavelength, or a Full Moon specific publication. I will have this together for distribution at the end of May. REGISTRATION FEES Each year, registration fees have increased by $25.00, as per annual tradition. Registration fees are $300.00 for CSIRP members, $325.00 for non-CSIRP members and $325.00 US for American and International participants. CSIRP membership through Full Moon 2002 fees will expire before Full Moon 2003. ADMINISTRATION - In early March, 03 I flew to Hamilton and met with Victoria Fenner and Barry Rueger to go over the logistics of coordinating the Full Moon project. I feel I have a firmer grasp on some of the finer details of coordinating Full Moon. I am grateful to Barry and Victoria for kindly taking me under their wing for Full Moon Project Coordinator training, and for being such wonderful hosts! - I am looking to assemble an advisory Full Moon committee to bounce ideas off of, and look to for input - four or five artists and general members who have an interest in the audio camp. I think this is an especially important step should the camp be moving towards Trans-Canadian travels and different project coordinators. The committee would provide an opportunity for potential future coordinators to job shadow. - I will need access to Full Moon Canada Council funds in order to move on some project plans - especially booking artists-in-res flights. How do we want to do this? - I will complete and submit an application to Canada Council for Full Moon 2004, which is due May 1, 2003. This will be submitted with the plan to bring Full Moon to the Maritimes. All in all, I am really looking forward to working on this project and plan to devote more time to developing a program plan & schedule with the sessional instructors and artists in May. However, I have some concerns that my responsibility to CSIRP as a Director may be in conflict with my agreement to manage and receive revenue from Full Moon. If the Board agrees this is a potential conflict, I am willing to step down from the Board until Full Moon comes to a close. Respectfully Submitted, Janna Graham -- CSIRP - FMOK 2003 revised Budget prepared 24 Mar 2003 / Janna Graham Revenue Canada Council - Media Arts Section 20,000 Registrations (18 @ $325) 5,850 ------- Total Revenue 25,850 Expense Artists in Residence Fees 2,000 Sessional Instructors Fees 500 Artists Travel 1,200 Project Administrators Fees 5,000 Project Manager Travel 1,600 (1) Project Tech Coordinators Fees 1,000 Equipment Rental (3Xcpus & Portable Eq) 1,400 (2) Accommodation/site rental 9,450 Materials & Perishables 650 Publicity costs/mailings 1,000 (3) Admin, Office supplies, long dist &c 1,000 Insurance 500 ------- Total Expense 25,300 ------- Projected Surplus / (Deficit) 550 ======= notes (1) inc $1100 van rental & $500 travel from NB (2) $400 Wall Sound $1000 PC Rentals (3) Contribution to Wavelength May issue / Barry Rueger time. *** for CSIRP BoD Meeting 03Apr03 ITEM 10 for CSIRP BoD Meeting 03Apr03 ITEM 10 a. "Response Needed" cover letter & attachments 26Mar03 Subject: Response needed. Date: Wed, 26 Mar 2003 16:57:19 -0500 From: Victoria Fenner To: jkmuir@trentu.ca, janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca CC: radio@nfld.com, Angie Blake , Tim Wilson Dear CSIRP Board - We received an email today from Douglas Samuel telling us that he is refusing to pay any of our invoices. There is no legitimate reason for this action. The terms of my contract do not give Douglas any right to challenge spending decisions or to delay payment. Further to that please read the attached Report to the Board which outlines a continuing series of significant problems that threaten both the projects which we manage, and the organization as whole. This weekend a workshop is scheduled at the University of Western Ontario. I am very concerned that Doug will refuse to pay the facilitators who have been contracted, the venue, and the host station CHRW. At this point we will be cancelling that workshop if by 9 AM Friday we have not received a) an apology b) an assurance in writing that suppliers will be paid, and c) payment in full for invoices submitted to CSIRP. We will be scheduling a meeting for later that day with our lawyers. I am very sorry that the organization that I helped to found has become this way. Victoria Fenner *** first attachment *** for CSIRP BoD Meeting 03Apr03 ITEM 10a i Report to the CSIRP Board From: Victoria Fenner, Project Director, Creative Radio Initiative Project Director, Radiant Dissonance Volume Two Project Director, Full Moon Audio Art Camp And Barry Rueger Date: March 23, 2003 Creative Radio Initiative Some problems of note have emerged which need immediate attention. All threaten the success of this project. 1) As has been the case with all past projects that I have developed under CSIRP's umbrella, it was agreed by all parties that I would be Project Manager for the term of the Trillium project. CSIRP has yet to commit to paper their agreement to the final year of this three year project. This delay can have a negative impact on our ability to co-ordinate the best possible workshops for the concluding year of the Creative Radio Initiative. In order to move this process along an agreement is attached which needs only a signature. 2) Victoria College, where the eighth workshop in this series will be held in May, has not received the deposit needed to secure our meeting rooms. They have been very accommodating, but this was requested in February. This deposit must be delivered to them as soon as possible. 3) The current agreement for this project states: "Duties of the Consultant will include full artistic and administrative direction for the workshops and other activities under this contract, including budgetary control as specified in this Agreement, supplier sourcing, publicity and registration, hiring and contracting of all staff subject to CSIRP contracting requirements and preparation of all funding reports." This language is unambiguous, giving the Project Director control of the project and freeing them from micro-management, yet each of the Treasurer, Chair, President, and Office Manager continue to question contracts, expenses, budgets, hiring, and other decisions on an ongoing basis. Responding to these queries consumes time better spent on program activities, and creates the impression that the Project Director does not have "full artistic and administrative direction for the workshops and other activities". The many demands for information, explanations, amended invoices, forms, and the like have passed any reasonable level, becoming more frequent by the month, and with "required" formats and details changing equally often. Since January 1 we have received more than a dozen communications from Hal, Doug and John, containing more than seventy requests for information, faxes, or changes to contracts or invoices. These are in addition to reporting done monthly as part of the invoicing process, and the supplier contracts, credit applications and invoices which were provided to and signed by John, Hal, or Doug. Every one of these requests to date was responded to in full. Our records show that these demands have consumed 15 to 20 hours a month since the beginning of this year. The two latest of these communications included a threat by Doug Samuel to not pay invoices for work already completed, and a lengthy demand by John Muir that we justify to his satisfaction several dozen decisions that have been made with respect to this project. Last summer we challenged several of the changes by Hal Doran to our working agreement with CSIRP. We argued that contract terms, payment schedules, and other elements of our project should reflect those which had been in place throughout the first year of the project. Hal insisted that we would not be paid for our work unless we accepted his terms, which significantly changed those practices. As a gesture of goodwill we acquiesced, and signed his contract. During the first four years of managing projects within CSIRP we maintained a relationship which was both collegial and co-operative. The Officers of the organisation worked hard to support our work and seemed delighted that they could aid in our success. It appears to us that since we challenged Hal's power as Chair, each of the Chair(s), The President, the Office Manager, and the Treasurer have moved from supporting our work within CSIRP to acting as if their job was to protect the organisation from us. As well demanding justifications for decisions made in our capacity as professionals, we have seen letters, invoices, and contracts lost or mislaid; payments withheld or delayed to both ourselves and the artists that we work with; and important information withheld from us, most significantly the names of persons who had paid for workshop registrations. In isolation any of these things could be accepted as accidental or an oversight. As a pattern of activity lasting for several months we have to be concerned that it is damaging the projects, damaging our reputations, and is removing control of the projects from our hands. All of these actions have made it increasingly difficult to meet the commitments made to our funders in funding agreements, and to deliver the quality of workshops which our registrants expect. We wish it noted in the minutes that every project that CSIRP has undertaken since its inception has been created and executed by Victoria Fenner, and that every one of those projects has been a success, has generated new members for CSIRP, and has been completed within budget. In an effort to try and solve these problems we began working closely with John Muir, and in fact understood his role to be that of a mediator who would as part of that role restrain Hal and Doug from interfering in our work. We accepted his assurances that he was acting as a neutral party who was equally interested in looking out for our interests and CSIRP's. As a sign of that good faith we accepted many conditions and practices that we otherwise considered unwise or unprofessional. We trusted that under John's impartial direction as Chair the organisation would return to a more sensible and supportive direction. However at the last CSIRP Board meeting John, while acting as Chair, attempted to have his organisation CFFF Radio take control of the management of the Full Moon Audio Art Camp. We are now at a loss to accept that John can play an impartial role in solving CSIRP's difficulties. Over the last eight months we have made many efforts to seek compromise with Hal, John and Doug. We signed the contracts that Hal and John insisted on, even though we were uncomfortable with some elements that we found unreasonable or unprofessional. We have accepted Doug and Hal's complex and time consuming forms and procedures even though we believe them to be excessive and not suited to a producer organisation. We have altered and reissued invoices at Hal, Doug, and John's request, even though it runs counter to any accounting practice that we know of. We have refrained from making an issue of the generally sloppy state of CSIRP operations, even though lost invoices, registrations, and contracts reflect on us personally as we are for most people the public face of CSIRP. Throughout these difficulties we have made a point of seeking advice from persons both in and out of the organisation. We have had lengthy discussions with other professionals in our field, and with people who work extensively in organisational development, seeking impartial advice from people who have no connection or history with CSIRP. It was at their advice that many of our accommodating actions took place. Still, after eight months of trying to accommodate John, Hal, and Doug we have to conclude that there is no way for us alone to fix the problems that plague CSIRP. "Compromise" means finding a solution that meets the needs of two parties. It means that each party accepts that they will bend to accommodate the needs of each other. It means that each party believes that the goal is a successful project, not a victory over the other side. We have always been willing to compromise where it was in the best interests of the organisation that we founded. It seems to us that Hal, Doug, and John's belief is that as Officers of CSIRP they do not need to be similarly accommodating. This attitude has damaged our relationship with CSIRP, and is threatening to damage the projects that we manage. CSIRP has obligations to two groups - the funders who have given CSIRP money to create these projects; and the members who support the organisation. We certainly take both of these obligations seriously, and trust that the Board does as well. Therefor we request that in order to support the successful completion of the current projects the Board ensure that: 1) The attached contract for the final year of the three year "Creative Radio Initiative" be signed immediately. 2) For the time remaining until the end of our current projects (Creative Radio Initiative and Radiant Dissonance) the Board instruct the Treasurer or Bookkeeper to cease delaying payments or challenging invoices and other requests for payment. 3) For the time remaining until the end of our current projects (Creative Radio Initiative and Radiant Dissonance) the Board instruct the President, Chair, Office Manager and Treasurer to cease demands for explanation, cease challenging the decisions of Project Management, and cease threats of non-payment. 4) That any CSIRP "policies" to which this project is expected to adhere be provided in writing immediately. From this date forward the project will provide a short activity report and updated budget statement each month at the time of invoicing. A short verbal report will be delivered to the Board at the time of their meetings provided the date of such meetings are provided at least two weeks in advance. We would also like the Board to express their understanding that the Project reports to that body, not to the individuals who may be Board members or volunteer staff. With regards to the workshops that are part of the second year of the Creative Radio Initiative, we can report the following. Workshop #5 - Audio Soup (Guelph) Took place on the weekend of November 9 and 10, 2002 Repeat of Creative Radio Initiative workshop # 3 Participants: 18 Final Budget (Direct costs): Expenses Workshop leaders 1875 Travel/accommodations 225 Facilities Rental 650 Lunch 750 Total 3500 CSIRP Registration Fees ($45) 360 Workshop #6 - Audio Soup (Peterborough) Took place on the weekend of February 15 and 16, 2003 Repeat of Creative Radio Initiative workshop # 3 Participants: 14 Final Budget (Direct costs): Expenses Workshop leaders 1875 Travel/accommodations 225 Facilities Rental 650 Shipping and postage 100 Lunch 750 Total 3600 Registration Fees ($45) 270 Workshop #7 - Electronic Words (London, Ontario) Takes place March 29 & 30, 2003 Workshop details are available at: http://www.radiosite.ca/workshop_electronic_words.html Participants: 16 projected Projected Budget (Direct costs): Expenses Workshop leaders 1500 Travel/accommodations 700 Facilities Rental 240 Equipment Rental 400 Insurance 200 Training Materials (printed) 50 Lunch 500 Office/Recording Supplies 50 Total 3640 Registration Fees ($45) 322 Workshop #8 - Transmissions sans Frontieres (Toronto, Ontario) Takes place May 24 & 25, 2003 Workshop details are available at: http://www.radiosite.ca/TSF/TSF_Index.html Participants: 75 projected Projected Budget (Direct costs): Expenses Workshop leaders 3750 Travel/accommodations 1250 Facilities Rental & Catering 4400 Equipment Rental 500 Publicity/Promotion 800 Insurance 350 Delegate packages 350 Site help and coordination 500 Long Distance/Phone/Fax 75 Total Expenses 11975 Registration Fees 6000 Trillium Contribution 4500 Deep Wireless Contribution 1500 Total [revenue] 12000 Advisory Board A Community Radio Advisory Board meeting is scheduled for April 11, 2003 in London Ontario. The budget for that meeting is roughly $700.00. Radiant Dissonance The project is nearly complete. CDs have been delivered from the duplicator. Money saved from mailing costs was spent on a bigger pressing off 500 units. By June we will have distributed 2/3 of these. More than 50 radio stations are broadcasting the series, almost all of them in Canada. The project is considered a success, with the exception of the lack of US distribution as was promised in the Canada Council Application. Note: because the Board elected not to pursue funding to support US promotion and distribution, the RD Project Management contract dated 7 January 2003 included the following: Addendum: A motion passed at a CSIRP Board meeting held on 24 Oct 2002 may vary or amend plans of the project's operation stated in the grant application above, but not the aims of the project itself. Specifically, the plan to obtain funding from the Outreach Program of The Canada Council and the Cultural Marketing Program of the Department of Foreign Affairs and International Trade for assistance to market Radiant Dissonance at radio conferences. may not proceed. Accordingly, project activities and the Project Manager's responsibilities and authority related to promotion and distribution in the United States of America are excluded from and by this agreement. Budget was $20,000. Spent or allocated to date: 19,418.94. The balance will be spent on postage and mailing supplies. CD duplication 6,413.36 packaging design and layout 1,000.00 artist fees 5,000.00 coordinator/producer fees 3,700.00 distribution assistance 0.00 outreach - NCRA, NFCB, Third Coast Festival 0.00 technical production 500.00 administration (phone, fax, overhead) 500.00 mailing costs 555.58 publicity/outreach website 550.00 shipping/travel 250.00 jury - honoraria, transportation, meeting space, accommodation 950.00 Total 19,418.94 Full Moon Audio Art Camp 2002 The Full Moon camp was once again a great success. Consensus was that the Au Grand Bois site was superior to previous locations. The final report has been submitted to the Canada Council. Final Budget was: $24,695 of which $20,000 was received from the Canada Council. As of March 1, roughly $800 of that amount remained to be disbursed. This was spent on travel and other costs associated with the transition to Janna Graham. Janna was our guest in Hamilton for week this month during which we worked closely with her on budget development, event planning, and in general passing on as much information as possible about the Full Moon camp and its place within CSIRP. The final budget [for FMOK 2002] was: Expenses Artists in Residence 2200 Artists travel (Canadian) 940 Project Administrator's Fees 5000 Project Tech coordinator fees 1600 Project Administrator's Travel 500 Technician's travel (includes van rental for gear) 1021.37 Equipment Purchases * 581.94 Equipment Rental 975 Materials 284.98 Site Rental, accommodation, food 8502 Publicity costs/mailings 1875 Documentation 514.71 Insurance 500 fax, long distance, admin overhead 200 Total Expenses 24695 Revenues Canada Council 19540 Registration fees 5155 Total Revenues 24695 Suggestion to Board: one participant who had already paid a deposit to attend the camp was turned away at the last minute due to a perceived health risk. A subsequent conversation with the Ontario Human Rights Commission made it clear that CSIRP had no grounds for refusing this woman entry, and had in fact contravened the Ontario Human Rights Act. It is suggested that future organisers familiarise themselves with this legislation prior to next year. Question to Board: Previously we have been told that all correspondence must be sent via surface mail to 242 Westhaven Crescent, Ottawa, Ontario Canada K1Z 7G3. We have now been told that correspondence should be sent to: 18-B Bayshore Drive Nepean, Ontario K2B 6M8. Can the Board please confirm CSIRP's mailing address? Addendum: Earlier today a Registered Letter sent by us to the CSIRP address was returned as "unclaimed". *** second attachment for CSIRP BoD Meeting 03Apr03 ITEM 10 ii. Proposed Letter of Agreement re: Third Year Trillium Project From: Victoria Fenner Creative Radio Initiative (aka "Trillium") LETTER OF AGREEMENT between Canadian Society for Independent Radio Production - aka CSIRP HEAD OFFICE: 242 Westhaven Crescent, Ottawa, Ontario Canada K1Z 7G3 and Victoria Fenner 107 Victoria Avenue South, Hamilton ON L8N 2S9 (905)308 9179 BY THIS LETTER of AGREEMENT, Victoria Fenner, in partnership with Barry Rueger continues to be Project Manager of the Creative Radio Initiative, as outlined Ontario Trillium Foundation Grant #9911275, and shall oversee, expedite and be responsible for all aspects of the project. This work will include the coordination of four professional workshops for radio producers and interested others, as well as the completion of a final report to the Ontario Trillium Foundation on activities under this grant. All workshops and reporting will have been completed by the end of the term of the grant. Duties of the Project Manager will include full artistic and administrative direction for the workshops and other activities under this contract, including budgetary control as specified in this Agreement, supplier sourcing, publicity and registration, hiring and contracting of all staff and preparation of all funding reports. Compensation: The fee for services for this contract shall be $14,500. Expenses related to this project will be billed separately. Fee for services will be invoiced monthly. Expenses will be invoiced at reasonable intervals. Payments not received after thirty days of the date of invoice will be subject to a late charge of 5% of the amounts owing. Where needed an advance against projected expenses will be provided, or credit will be arranged by CSIRP with suppliers. Deposits to suppliers will be paid promptly by CSIRP. Invoices will include a Contract or Purchase order number as designated by CSIRP. Fee for Service invoices will include a short report summarising work done to date, and short financial note. Expense receipts will be provided except for mileage. Payment of invoices shall not be delayed for any reason relating to language, spelling, colour, font use, or the overall format or design of the invoice so long as the invoice states the project Contract or Purchase Order number, the item to which billing refers, and the amount owing. The Project Manager reserves the right to add additional information (notes of credits, internal account numbers etc.) to invoices for her own recordkeeping. Should an invoice contain a mathematical error, the amount billed will be paid, and an adjustment will be added to the following invoice. INVOICES MAY NOT BE ALTERED. CSIRP policies: Any Internal CSIRP policies to which the project should conform will be provided in writing at the time that the agreement is signed. Any other policies will not apply to this project unless agreement in writing has been obtained from Victoria Fenner. By policy we refer to any rule, procedure, or process established by a motion of the CSIRP Board of Directors during a meeting of that body and included in Board minutes. Communications: The Project Director is responsible to the Board of Directors of CSIRP, and reports to them. The Project Director does not report to individual Board Members. The Board of Directors will designate ONE person who shall be the sole contact for communications relating to this agreement. The Board of Directors will designate the mailing address, fax number, and e-mail address to which all correspondence, including invoices, contracts, registrations, payments and other items will be sent, and will ensure that these are monitored daily. The details of any letter, registration, payment, query or other correspondence received by CSIRP relating to this project will be sent by fax or email to the Project Co-ordinator within fortyeight hours of receipt. If requested, CSIRP will provide a list of current members of CSIRP for use by the project. If requested, CSIRP will provide a balance sheet, statement of income and expenses, and/or ledgers documenting transactions related to this project. The Project Director will provide a short activity report and updated budget statement each month at the time of invoicing. A short verbal report will be delivered to the Board at the time of their meetings provided the date of such meetings are provided at least two weeks in advance. Key Person The parties acknowledge that Barry Rueger is a key employee of the Consultant and integral to the successful performance of the Services by the Consultant under this Agreement. for CSIRP: . ______ ___ . . & __________________ _________________ Victoria Fenner Barry Rueger [end] **** for CSIRP BoD Meeting 03Apr03 ITEM 10 b. Response to "Response Needed" 26Mar03 From John K Muir Subject: Re: Response needed. Date: Wed, 26 Mar 2003 21:57:43 -0500 From: John K Muir To: Victoria Fenner CC: janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca, radio@nfld.com, Angie Blake , Tim Wilson , jkmuir@trentu.ca, office@radiosite.ca Dear Victoria, The Board is scheduled to meet next week at a time set back from 12Mar03, because in part you were unable to provide information repeatedly requested. We did our utmost to accommodate you. Today, you finally write but continue not to provide the information we need to support the projects. I can assure you that the suppliers will be paid according to the terms of your contract. I can assure you, you will be paid for the work you have done, and according to the terms of your contract. I can assure you that matters relating to monies you have received as advances will need your participation to be resolved. I can also assure you that your demand that the CSIRP Board of Directors meet in the next 40 hours doesn't meet notice requirements, so there will be no meeting to meet your ultimatum or to provide you with an apology. I can assure that if this weekend's event is cancelled it will be entirely your fault, and dealt with accordingly. Sincerely, John K Muir CSIRP President and Chair. **** for CSIRP BoD Meeting 03Apr03 ITEM 10 c. Response to above item 27Mar03 06:10 From Victoria Fenner Subject: Re: Response needed. Date: Thu, 27 Mar 2003 06:10:12 -0500 From: Victoria Fenner To: John K Muir The contract does say that every expense over $200 requires preapproval. So send them a list of who's getting paid what. They could also successful argue that we have not made "every reasonable" effort to keep our wooden brain treasurer informed. And then they have nothing to bitch about and we in compliance. We do this workshop and then we loudly quit. **** for CSIRP BoD Meeting 03Apr03 ITEM 10 d. "Electronic Words" 27Mar03 09:20 From Barry Rueger Subject: Electronic Words Date: Thu, 27 Mar 2003 09:20:02 -0500 From: Barry Rueger Organization: community-media.com To: jkmuir@trentu.ca, janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca, Victoria Fenner CC: radio@nfld.com, Angie Blake , Tim Wilson Dear Board. Our misgivings are such that before this weekend's workshops can proceed we need a written assurance that all expenses incurred will be paid promptly and without argument. Specifically, we need a letter, signed by at least two Board members, faxed to us by 11 AM today affirming that the following will be paid out IMMEDIATELY UPON RECEIPT OF INVOICES without delays or other obstacles. Facilitator: Laurence Stevenson: 500.00 Facilitator: Penn Kemp: 500.00 Site Coordinator: Victoria Stasiuk: 500.00 Facility/Euipment Rental: CHRW: No more than 400.00 Workshop meals (USC) and coffee supplies: No more than 550.00 Hotel costs: no more than 500.00 Travel, car rental and per diems: no more than 250.00 Per diems and other meals on-site: no more than: 200.00 Other out of pocket supplies and expenses: no more than 200.00 Please fax this letter to 905-308-9732 and we will tell the facilitators and participants that the workshop is going ahead. Thank you. Barry Rueger **** for CSIRP BoD Meeting 03Apr03 ITEM 10 e. "Resignation" 27Mar03 09:21 from Victoria Fenner Subject: Resignation Date: Thu, 27 Mar 2003 09:21:50 -0500 (EST) From: Victoria Fenner To: stationmanager@ckmsfm.uwaterloo.ca, jkmuir@trentu.ca, dsoutif@rogers.com, dsamuel@magma.ca, jgraham@mta.ca CC: fenner@community-media.com It is with deepest of regrets that I must tell you of my decision to leave CSIRP after this weekend's workshops have ended. I am still very concerned that I have not yet received firm assurances that this weekend's suppliers will be paid. John Muir's responses have far too many "ifs" in John's message, and given the subjective way that policies, procedures and decisions are made in recent months, this does not give me the assurances that I feel comfortable with. Nonetheless, I will appeal to your honour and state that I am going ahead with this weekend's workshop on faith and trust. Sometimes there's nothing we can do but trust. To cancel would disappoint and inconvenience too many people, and my own sense of duty cannot does not permit me to make any other decision. In terms of my resignation, this means I will no longer be coordinator of the Creative Radio Initiative. I will finish the final report for Radiant Dissonance, as I said I would. I also request that my membership, if it is still active, be terminated. Those of you who know me realize how difficult this decision has been. From the first meeting way back in 98 in the Mayflower Pub in Ottawa, I have been totally committed to the success of this organization and the idea that radio producers need a voice. I am proud that I have raised 95% of the $250,000 in project funding that we have received in the past four years. I am also happy that these projects have made a difference in the lives and careers of people who have attended them, and that individuals have appreciated the work I have done these last five years. But this year's deep divisions on the board, personal agendas and organizational confusion have created a very different CSIRP than the one I imagined. It is no longer worth it, in terms of my time, energy, money and mental health to keep going on this road. When every contact with the executive is a battle to see who will win, we cannot possibly spend our energies working in the best interests of the organization. We still have some outstanding financial issues -- I have not yet been paid for February and March. There is also the issue of the "missing" receipts, which were in fact sent to the CSIRP office last spring. There is nothing outstanding except for the advance which was given to me in September. That will be settled up in full after this weekend's workshop. I will be working out these last details with you through a lawyer. It is not productive for me to deal directly with the CSIRP executives directly. It gets me nowhere except beaten down. If the Board can decide to whom I should send the Trillium file, I will package it up and send it to you. This is a sad day for all of us. I wish this could be different, but there is already too much war in the world. Sometimes the best way not to add to it is to back away. Staying and fighting for the sake of fighting never helped anybody -- and these days, that's all we're doing at CSIRP. There are better places for me to spend my time and energy. I will not take part in the battle anymore. I surrender. Victoria Fenner *** for CSIRP BoD Meeting 03Apr03 ITEM 10 f. Response to "Electronic Words" 27 Mar 03 12:47 From John K Muir Subject: Re: Electronic Words Date: Thu, 27 Mar 2003 12:47:32 -0500 From: John K Muir To: rueger@community-media.com CC: janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca, Victoria Fenner , radio@nfld.com, Angie Blake , Tim Wilson Hi Barry, I am reading this just now. I do not have access to fax. There is a signed and executed contract in place to cover this event and payments. CSIRP will abide by it. Please proceed. best // John K Muir, CSIRP President and Chair *** for CSIRP BoD Meeting 03Apr03 ITEM 10 h. Request Report for next CSIRP BoD Meeting dated 02Mar03 Subject: Request Report for next CSIRP BoD Meeting Date: Sun, 02 Mar 2003 18:57:55 -0500 From: John K Muir To: fenner@community-media.com Hi Victoria, I am writing to request a Project Manager's report for the next CSIRP BoD meeting, scheduled for 12 Mar03. I'll be putting together the Board package next weekend so it would help if you could have the report emailed to me by Saturday evening, 08Mar03 The report should include; 1) Trillium Year 2 a) A final report for AudioSoup 15&16Feb03 Peterboro (I have attached the invoice I sent to CSIRP. Please let me know if you need any more information from me for this) b) A progress report for "Electronic Words" 29&30Mar03 London This report should include an attached XLS copy of the budget you prepared for this event, and show all sources of revenue for the event including the Trillium grant, participant's fees, and expenses, specifically, amounts for a) facilitation/instruction; b) equipment rental; c) facilities rental; d) food; & e) travel c) A progress report for the now named "Transmissions sans Frontičres" 24&25May03 Toronto This report should include an attached XLS copy of the budget you prepared for this event, and show all sources of revenue for the event including the Trillium grant, attendance and participant's fees by category, and expenses, specifically, amounts for a) facilitation, instruction and other fees - by category & showing rates; b) equipment rental; c) facilities rental; d) food; e) accommodation; f) travel; g) publicity & h) insurance In addition the report should include statements from you in regards to; i) Arrangements being made with Victoria College. Specifically, as to whether CSIRP is irrevocably committed to pay roughly $3,000 for snacks and lunches for TSF participants, upon signing the proposed contract with Victoria College, or, as is the normal practice when booking such event arrangements, if there will be a date by which CSIRP will need to confirm the total number of pre- registered attendees for TSF and then "lock-in" to a guarantee to pay for that set number of meals (in this case, snacks and lunches)? ii) How the participant's registration fees were set for this event. This follows from the last Project Manager's report which stated that "most registrations will be closer to market value than is usually the case" iii) Potential liabilities to CSIRP. This follows from the agreement signed with NASA (or is it NAISA?) 2) Radio Dissonance II A progress report for the above including statements regarding final costs of production, distribution, & publicity Also it would be good to share any comments you've heard about the project, from recipients or artists. That's all I can think of for now. Thanks so much. All the best // John *** for CSIRP BoD Meeting 03Apr03 ITEM 11 i. Proposed Contract with NIASA re: "Tranmission San FrontiŠres" Project Agreement relating to "Transmissions sans FrontiŠres" (2003) a conference component of "Deep Wireless" (2003). between New Adventures in Sound Art (NAISA) 401 Richmond Street West #358, Toronto, ON M5V 3A8 Tel 416-910-7231 Fax 905-454-7662 naisa@soundtravels.ca www.soundtravels.ca and Canadian Society for Independent Radio Production (CSIRP) 242 Westhaven Crescent, Ottawa, Ontario K1Z 7G3 office@radiosite.ca www.radiosite.ca This agreement revises and takes the place of the agreement between New Adventures in Sound Art (NAISA) and the Canadian Society for Independent Radio Production (CSIRP), respectively executed on 11 Feb 2003 & 05 Feb 2003, providing for arrangements pertaining specifically and only to "Transmissions sans FrontiŠres" (TSF), the now named conference component of the "Deep Wireless" festival. The "Deep Wireless" festival is to take place in Toronto in May 2003 and will include performances, radio broadcasts and a two-day conference. This agreement is only concerned with the conference component and not other aspects of the festival. The conference component TSF is planned to occur between 10:00 a.m. and 5:00 p.m. on May 24 and 25, 2003 at a Conference location to be determined in the downtown core of Toronto. It is timed as such to attract participation from attendees of the International Features Conference (IFC) concluding on May 22, 2003 at the Canadian Broadcasting Centre. The TSF conference will include artist talks and panel sessions involving the international radio guests from the IFC and Canadian artists and may include radio producers selected by Charles Street Video, CBC "Out Front" and New Adventures in Sound Art for the "Deep Wireless" residency. The Conference will continue to be publicized to the international radio community at large. It is desired that upwards of 100 people could potentially attend the weekend event. A fee for attending the entire weekend will be in accord with those initially posted by CSIRP, namely: Full Registration (Canada) - 130.00 dollars; Full Registration (CSIRP Member) - 110.00 dollars; Full Registration (American or International) -130.00 U.S. dollars; and Subsidized Registration 65.00 dollars (limited number: for radio producers who reside in Ontario and are producing for Ontario Campus or Community Radio stations - details about the station where work is done must be provided by registrants). Terms It is agreed that: 1. Responsibility of producing the "Transmissions sans FrontiŠres" (TSF) conference on May 24 & 25, 2003 in its entirety is transferred from CSIRP to New Adventures in Sound Art (NAISA). This would mean that NAISA would be responsible for all arrangements and the payment of artists, venue costs, accommodation and all other costs relating to the production of the TSF conference. Any costs, however, incurred before April 4, 2003 with regards to salaries or fees relating to administration and production associated with the TSF project remain the sole responsibility of CSIRP. 2. CSIRP would become a major sponsor and recognized as such for the conference. Recognition shall include items listed in Appendix A attached to this agreement. 3. CSIRP pay the sum of $6,500 to NAISA to be put toward expenses related to the conference portion of Deep Wireless. This amount is calculated as the amount that CSIRP had previously budgeted for its direct costs for the event ($4,500) plus another $2,000 to be provided for co-ordination fees. 4. Any and all registration money received from the registrants of TSF by CSIRP to date and in future will be remitted to NAISA on a monthly basis, commencing with the first payment being due on 31 Mar 03, and subsequent payments being due on the last day of April and May 2003. In the event that any registrations are received after 01 May 03 and the date of the conference, this information can be passed on to NAISA by e-mail and by May 24th. It is understood that payments due to be paid by CSIRP at the end of each month will be remitted by the middle of the month following. 5. Any information that CSIRP has as to the arrangements already made for TSF be delivered to NAISA either by e-mail (nadene@istar.ca) or by mail to the NAISA office 401 Richmond Street W. #358, Toronto, ON M5V 3A8 as soon as possible. This information would include but is not limited to all correspondence relating to the production of the conference to date with regards to venue, catering, accommodation, equipment, hired help, PR and all communication with conference speakers and registrants to date. 6. As soon as possible all CSIRP web publicity will be amended to direct interested parties to NAISA web facilities for further information in regards to TSF. In addition, CSIRP will provide confirmation to all registrants and speakers as needed by e-mail or regular mail that sole production responsibility for TSF has been transferred from CSIRP to NAISA. 7. In order that CSIRP remain accountable to its funders and membership, NAISA will provide CSIRP with a "proof of performance" which shall consist of a short summary report of the TSF event and which should include a financial summary and show all sources of revenue for the event including CSIRP's sponsorship, attendance or registration fees by category, and expense amounts, specifically and where applicable, for a) artists' or speakers' fees; b) equipment rental; c) facilities rental; d) food; e) accommodation; f) travel; g) publicity & h) insurance. In addition, documentation photos, if any are available, may also be submitted as part of the report. It is the intention of NAISA that this report be submitted to CSIRP on or before mid-July 2003. Upon receipt of this report CSIRP shall remit to NAISA the sum of $250.00 representing a reasonable performance payment holdback. 8. It is understood that this agreement will be reviewed by CSIRP on Thursday, 03 April 2003 at a CSIRP Board Meeting and that if approved, that this agreement is to be signed by a duly authorized CSIRP representative, and a copy sent by fax to NAISA at (905) 454-7662 on Friday, 04 April 2003 with duplicate hard copies of the contract to be mailed to NAISA at 401 Richmond Street West #358, Toronto, ON, M5V 3A8 along with a cheque payable to NAISA in the amount of $6,250 (representing CSIRP's sponsorship of the event less $250) plus an amount equal to any registration monies received by CSIRP on or before 31 March 2003. It is understood that the duplicate hard copies of this agreement and the payment should be sent as soon as possible after CSIRP's agreement and no later than Saturday, 19 April 2003. Upon receipt of the duplicate hard copies of this agreement by NAISA, both copies of the agreement will be signed by a duly authorized NAISA representative, and one copy mailed to the CSIRP Head Office at 242 Westhaven Crescent, Ottawa, Ontario K1Z 7G3. This agreement shall govern the relationship in its entirety between New Adventures in Sound Art (NAISA) and Canadian Society for Independent Radio Production (CSIRP) during the conference component of Deep Wireless (TSF), unless a mutually agreed-upon amendment in writing is attached to this agreement. for Canadian Society for Independent Radio Production (CSIRP) ____________________ date __________ for New Adventures in Sound Art (NAISA) ____________________ date __________ Appendix A 1. CSIRP logo will be included on the NAISA deepwireless.ca web-site and a description of what CSIRP does. 2. A full-page ad will be included in the Deep Wireless festival programme (6.5 wide x 8 high black and white jpg 300 dpi is fine). 3. A full description of what CSIRP does will be included in the Deep Wireless festival programme (500 print run). 4. CSIRP brochures, flyers etc will be displayed in all Deep Wireless locations. 5. A CSIRP banner will be displayed at the conference location and a listing of CSIRP as the major sponsor for TSF will be on all promo materials for the TSF. 6. CSIRP logo will be included on the Deep Wireless postcards scheduled to go out during the week commencing 07 April 2003 (2,500 print run). 7. Acknowledgement of sponsorship by CSIRP of the TSF will be included on the cover of the conference portion of the festival programme. 8. Acknowledgement that "Transmissions sans FrontiŠres" is funded in part by the Ontario Trillium Foundation and inclusion of Ontario Trillium foundation logo on all conference print material and TSF portion of NAISA deepwireless.ca website. [end] Contact information John K Muir, CSIRP President & Chair (705) 741 4011wk (705) 745 3247hm jkmuir@trentu.ca Nadene Theriault-Copeland, NAISA Managing Director (905) 454-5714 nadene@istar.ca *** for CSIRP BoD Meeting 03Apr03 ITEM 12. Treasurer's Report - Doug Samuel Subject: CSIRP Treasurer's report to the board for March 2003 Date: Sat, 29 Mar 2003 17:25:47 -0500 From: Douglas Samuel To: ".CSIRP.John Muir" Current bank balances As of 29 March 2003 --------------------------------------------------- Bank of Montreal: $2,522.50 ING: $45,878.48 Cheques not yet cleared: None to my knowledge Cheques to be deposited: $Cdn260.00 +$US300 Recent Expenses 1 January 2003 -------------------------------------- ID No. Amount date Chq From/To Project / Type & Project 524 $3,500.00 29-Mar-03 248 Trent Radio / Trillium / Implementation 500 $3,200.00 23-Jan-03 242 Analogue Media Technologies / RDII / Media Duplication 501 $3,170.56 23-Jan-03 243 Analogue Media Technologies / RDII / Media Duplication 499 $1,100.00 23-Jan-03 241 Victoria Fenner / Trillium Fees 498 $1,100.00 23-Jan-03 240 Victoria Fenner / Trillium Fees 504 $1,100.00 25-Feb-03 246 Victoria Fenner / Trillium Fees 526 $1,000.00 29-Mar-03 250 Victoria University *On Hold* / Trillium Venue 505 $675.00 25-Feb-03 247 Victoria Fenner / RDII Fees 502 $427.47 25-Feb-03 244 Magma Communications / CSIRP Promotion 503 $363.75 25-Feb-03 245 Victoria Fenner / RDII Media Duplication 527 $168.40 29-Mar-03 251 USC Reservations / Trillium Venue 525 $13.06 29-Mar-03 249 Hal Doran / Radiant Dissonance Postage SPECIAL REPORT - Bookkeeper -------------------- Following up on the recommendation of our auditor Roger Ousley, John Muir and I recommend that we engage Sally Clare as the CSIRP bookkeeper. We met with Ms. Clare on Tue, 18 Mar 03 to discuss transferring the current system into a recognized accounting system, and handling routine tasks, including tacking expenses, bank reconciliation, generating financial reports etc. She will also prepared for the audit. This requires a Board appointment. Sally Clare proprietor of Clare Business Services 73 Banner Road, Ottawa, ON K2H 9K8 ph (613) 721 0504 cell (613) 797 7107 fx (613) 726 7778 sally@slickmedia.com http://www.slickmedia.com/cbs She currently has our financial papers and the transfer should be in progress now. John Muir prepared a chart of accounts and is still coding our current year's financial transactions to Sally. SPECIAL REPORT - Victoria and Barry -------------------- This regrettable lose/lose situation has roots that go back one year. Recent events which have brought us to where we are now involve contract advances dating back to 1 April 2002. At that time, requests, in the form of two invoices for advances on the Deep Wireless event (27 April 2002) portion of the Trillium grant were paid in the amount of $1,200.00. I do not have any supporting receipts to offset these advances. Expenses $284.56 of for Deep Wireless were paid through a 17 June 2002 invoice. As you know, when a fee advance is made, the recipient of the money owes that money, and is required to submit receipts or invoices for work totalling the original advance. As things currently stand, I am not aware of receipts sufficient to cover these amounts. Victoria Fenner says she has submitted receipts. I have not been able to locate them. Her cooperation in providing more information about these expenses, such as when they were sent or if they were provided in person, and if there was any accompanying paperwork etc would be helpful to all concerned, but this information has not been forthcoming. In February 2003, I sent an email to Victoria Fenner asking her about the status of these advances. She said she had already forwarded me the receipts, but provided no further information or help in shedding light on this matter. Meanwhile, Barry Rueger says that receipts will be provided - for an upcoming event. This is appears to be contradiction, as it would involve the same money being spent twice, and at their expense too. In an invoice dated 24 September 2002, further requests for fee advances were made and paid, totalling $1,970.00. As far as I know, no receipts or invoices have been submitted to cover this amount. I again requested information in March but did not receive a helpful or cooperative reply. I have therefore put her incoming invoice for $1,100 in coordination fees on hold, and another for expenses totalling $421.26. (NOTE: I had originally thought that this expense claim included an expense already listed on a previous claim. On closer inspection I have discovered that I was in error and this was not the case.) I have recently received a list of expenses totalling $1,708.16. It includes several lunches in the $75.00 range of unexplained value to CSIRP projects. It also lists a great deal of driving, for reasons unexplained and without dates. Given the current state of affairs, I think we need to verify and match these claims for payment with specific projects. This issue is too large to explain in every detail during the Board Meeting, however, we need to deal with this, and come up with an appropriate approach which is fair to all involved, and will also satisfy our auditor and ultimately our funders and membership. If money is owing to Victoria, we do not want to keep her waiting. If instead, there is a balance owing to us, I think it best that we clear this up before closing the books for the current fiscal year (which ended 31 March 2003). Meanwhile we must keep in mind that resolving this affair will be conducted by volunteers who have other serious calls on their time, and can not devote full and consecutive days to sorting through and resolving this issue. It has already consumed a great deal of time - time which comes at the expense of other CSIRP affairs, my personal time, and time I need to spend on my own business. Douglas Samuel Treasurer PS Time taken to research, compile and write this email: 2hr45min **** for CSIRP BoD Meeting 03Apr03 ITEM 13a Correspondence from Steve Wadhams Subject: CSIRP Date: Wed, 02 Apr 2003 12:29:02 -0500 From: Steve Wadhams To: jkmuir@trentu.ca John Further to our phone chat today, this is a note to clarify my position re. CSIRP. As you know I joined the board without realising how much dissent existed within the organisation. My motive for joining was simply to do what I could to help independent radio producers. You also know I am co-chair of the group at CBC Radio which is organising the upcoming International Features Conference, and I have also agreed to present at the weekend conference following it. So things are pretty hectic right now. I'd like to continue receiving the CSIRP minutes so I can keep up with what is going on but because of pressure of work I would ask that until the next annual general meeting which I understand is in August, I could continue to be involved only in matters that directly pertain to radio production and not the running of the organisation itself. I hope this is acceptable to you and the rest of the board. Yours Steve Wadhams **** for CSIRP BoD Meeting 03Apr03 ITEM 13b Correspondence from Barry Rueger "Final Invoice" 31 Mar 2003 Subject: Final Invoices Date: Mon, 31 Mar 2003 22:04:44 -0500 From: Barry Rueger Organization: community-media.com To: jkmuir@trentu.ca, janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca, dsamuel@magma.ca CC: Victoria Fenner Attached as PDF are our final invoices and a statement summarizing outstanding amounts. Paper copies and receipts will be sent by Registered Mail when the Board provides us with a mailing address that can be relied upon. Prompt payment will avoid further later payment charges. B Attachment http://www.trentu.ca/trentradio/csirp/gdocs/bod_mins/030404_br_csirp_final_accounting.pdf **** for CSIRP BoD Meeting 03Apr03 ITEM 13c Correspondence from Barry Rueger "Letter to the Board of CSIRP" 03 Apr 03 Subject: Letter to the Board of CSIRP Date: Thu, 03 Apr 2003 11:27:58 -0500 From: Barry Rueger Organization: community-media.com To: jkmuir@trentu.ca, janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca, dsamuel@magma.ca Below is a letter to the Board of CSIRP, but first I would like to make three points. 1. In case there is the slightest confusion, Victoria Fenner did not leave CSIRP or the projects that she developed by choice. She was forced to abandon them because of the ongoing harassment by the CSIRP Executive. 2. Douglas Samuel's refusal to pay invoices for work completed is a cause of great concern. If all amounts billed are not paid quickly we will launch legal action against CSIRP. (Douglas has of late been claiming that payments are withheld because he is missing receipts relating to an advance on expenses dating to early 2002. We wish to be clear that those receipts were given to Douglas. This is not the first time that Douglas has lost important documents.) 3. We have invoices from suppliers and facilitators involved in last weekend's "Electronic Words" workshop. We need the Board to tell us an address where they can be sent by registered mail. ================================================== Letter to the Board of Directors. April 3, 2003 Fellow Members, I have not yet surrendered my membership in the Canadian Society for Independent Radio Production. I have remained a member because I feel that there is still a slim chance that the organization which I helped to found, and of which I have been so proud, can still be saved. CSIRP is without question in crisis. The one person who has initiated and managed projects has been forced to resign. There is to my knowledge no plan in place to fulfil the commitments made to the funders of her projects. CSIRP has made a commitment to the Ontario Trillium Foundation to conduct workshops in various locations around Ontario. Those workshops and related activities are in doubt. CSIRP made a commitment to the Canada Council to actively promote "Radiant Dissonance" within the US. The Board elected to abandon that work, or to even try to obtain funding to support it. Since last summer there have been three resignations from the Board of CSIRP, with a suggestion of more to follow. As well as myself and Hal Doran, last week I was asked by Steve Wadhams to remove his name from the CSIRP webpage. Regular member correspondence, in the form of newsletters or even membership renewals, has ceased. Membership in CSIRP has dropped from a high of more than seventy, to around twenty. The Treasurer Douglas Samuel has refused or been unable to provide a financial statement for many months. The Board consequently cannot know what the financial circumstances of the organization are. At this point the Executive of CSIRP, John Muir, Douglas Samuel, and Hal Doran, have brought this organization to the point where the Board is failing to meet their obligations to funders, to the membership, and to basic fiduciary responsibility. As a Board your responsibility is to the membership, to the organization, and to the funders who have contributed so generously to the organization. Part of that responsibility includes ensuring that the Executive acts in a responsible and accountable manner One of the reasons that I stepped down from the Board of CSIRP was because of concern for personal liability. Anyone who remains on this Board should be similarly concerned. At the very least during tonight's meeting you should ask some hard questions. 1) Why has your executive of John, Douglas, and Hal, worked so hard to discredit Victoria and force her resignation? 2) Why is Douglas Samuel refusing to pay invoices? It is easy for me to think that he is trying to cause us personal damage, but as a Board you have a responsibility to consider another possibility: perhaps CSIRP has no money. Without financial statements you have no way of knowing what money has been received, what money has been deposited, and how that money has been spent. When an organization that should have tens of thousands of dollars in the bank plays games to avoid paying bills, it should set off warning bells. 3) Can an Executive which has brought the organization to this crisis be relied on to rescue it? Should this Board, three of whom have resigned and one of whom was appointed without election, continue, or should the membership be asked to elect a new slate? I think that I speak for many of the members who have approached me in the last few weeks, concerned at recent developments, when I ask that CSIRP be allowed the chance to move ahead with a new Board which is unencumbered by controversy and doubt. I would like to ask that the Board set a date within the next two months for a General Meeting of the Membership of CSIRP. At that meeting I would like the current Board to step down and allow the nomination and election of a new Board. Those current Board members who wish to do so can of course stand on their record. I would ask that this meeting be held in Toronto, which is the city most central to CSIRP's membership. Thank You Barry Rueger Founder and former Board Member. =================================== Barry Rueger Bagatelle Communications & Management 107 Victoria Avenue South, Hamilton, Ontario L8N 2S9 Phone: 905-308-9179 Fax: 905-308-9732 http://www.community-media.com AIM ID: AppalBarry *** for CSIRP BoD Meeting 03Apr03 ITEM 13d Subject: Re: Barry Rueger Letter to the Board of CSIRP 03Apr03 Date: Thu, 03 Apr 2003 14:07:54 -0500 From: John K Muir To: rueger@community-media.com CC: janna Graham , dsoutif@firststage.ca, stationmanager@ckmsfm.uwaterloo.ca, dsamuel@magma.ca Dear Barry, I am writing to report that email correspondence you sent to me today and previously are set to be presented to the CSIRP BoD at this evening's meeting. The results of the Board's deliberations will be communicated to you in due course. You should know that I did talk to Steve Wadhams yesterday, what he tells me is inconsistent with how you portray the removal of his name from the Board list on the CSIRP website. Your removal of his name constitutes an unauthorised amendment and manipulation of the organisation's records. This is a very serious matter. Pursuant to that, and under the President's authority and responsibility to CSIRP, I demand that you immediately restore the entry for Mr. Wadhams as it was prior to you causing its deletion, and that you send to me any and all passwords relating to CSIRP's Internet presence, including web pages, email lists, and the like and further demand that you immediately undertake to cease and all additions, amendments, modifications to CSIRP's aforementioned Internet presence. Sincerely, John K Muir CSIRP President & Chair. *** for CSIRP BoD Meeting 03Apr03 ITEM 14 President's Report Dear Fellow Directors convened as the Board, Background: I am very aware of the circumstances leading to the founding of CSIRP, having prepared documents for incorporation, including the organisation's objects contained in its letters patents and its first operating by-law. I served as a Board Member in the first few months of the organisation, and then stood down as I believed I could be seen to be in a conflict of interest when I took on the role of organising the first "Full Moon" event, and serious concerns regarding the governance of the organisation. That I am not a founding applicant for incorporation has more to do my living in Peterborough and with circumstances at the time which required application without delay. While I remained off the Board I continued to support the hopes and concerns of CSIRP in a number of ways, including writing a letter of concern to the Board last summer regarding major governance deficiencies, especially there having been no general meetings of members for some years, which is contravention of the law. Subsequent to writing that letter, I was appointed Chair of the Nominating Committee and brought a nominating policy and names forward to the first CSIRP Annual General Meeting. I set out these facts, without any negative intent and or wishing to take anything away from the work and accomplishments of others in order to establish myself as being a full and concerned participant in the affairs of the organisation. This last October, when I agreed to being appointed to the CSIRP Board and to serve as your President and Chair, I did not take to matter lightly, and was able to bring to this organisation more than 25 years of non-profit and arts organisation practice. I also felt a degree of responsibility in that in bringing forward the issue of non-compliance with the law regarding meetings of members, internal controls, and other matters, I had contributed in some part to the internal schism which came about last autumn. I believed with your and other party's support that we could bring CSIRP through its growing pains and on to more important matters such as accomplishing its stated aims. I do still believe that we can do this. However, I am now of the opinion that the behaviour and actions of certain individuals in attempting to frustrate the ability of the Board and those authorised to act on behalf of CSIRP negates any immediate anticipation of their support and cooperation in setting aside destructive infighting. While there could much to point to, I am mainly concerned with the situation placed on CSIRP with the confected resignation of its prime contractors, both founding directors of CSIRP, and a recent series of email messages sent, by the same two, directly to individual Directors, which seems to seek to explore and exploit any possibility of creating division among individual Board members. Some very serious accusations have been levelled members at your executive. With this in mind I request that the CSIRP Board; a) confirm its officers as appointed, and their actions, or failing that recruit and appoint others it deems able to learn and fulfil those duties. b) without prejudice, acquiesce to the wishes of Victoria Fenner to; 1) quit her contract of services, 2) quit her membership in the organisation c) without prejudice, authorise an investigation to fairly determine CSIRP's liabilities in regards to its contractors and to pay out any monies owed, or commence claims of restitution as soon as a report of this determination has been made. d) to confirm the authority of the President to direct and effect any and all negotiations with CSIRP contractors, including its founding directors, between Board Meetings, and the requirement that the President be accountable to the Board at duly constituted Board meetings. e) to confirm that any and all staff, employees, or contractors are accountable for their performance through the President or another officer appointed for the task. f) to confirm the authority of the President and other officers to mitigate any problems however caused, including the resignation of contractors. Respectfully submitted, John K Muir, CSIRP Chair & President. 03 April 2003 [end of attached reports CSIRP BoD Meeting 03Apr03]